information brochure - canteen stores …...a canteen stores department service to the services...
TRANSCRIPT
A
CANTEEN STORES DEPARTMENT
Service to the Services
BEWARE OF TOUTS
Introduction system eliminates any
outside influence on acceptance/
rejection of application. Please deal
directly with the Department and
not through self appointed agents
and touts otherwise your
application is likely to be rejected.
INFORMATION BROCHURE
B
CAUTION
1. PLEASE DEAL DIRECTLY WITH THE DEPARTMENT AND NOT
THROUGH SELF-APPOINTED AGENTS AND TOUTS OTHERWISE
YOUR APPLICATION IS LIKELY TO BE REJECTED.
2. INTRODUCTION SYSTEM ELIMINATES ANY OUTSIDE
INFLUENCE ON ACCEPTANCE / REJECTION OF APPLICATION.
3. CANVASSING / INFLUENCING IN ANY FORM BY THE FIRM OR
THROUGH ANY OUTSIDE AGENCY, IN THE DECISION MAKING
PROCESS OF INTRODUCTION OF THE DEPARTMENT WILL
LEAD TO THE PRODUCT BEING REJECTED.
4. APPOINTMENT OF MIDDLEMAN/AGENT BY YOU TO LOOK
AFTER INTEREST OF YOUR PRODUCT IN CSD IS NOT
PERMITTED. ANY VIOLATION WILL LEAD TO DELETION OF
PRODUCT WITHOUT NOTICE.
5. REFRAIN FROM DEALING WITH CSD PERSONNEL EXCEPT
THROUGH OFFICIAL CHANNEL DIRECTLY OR INDIRECTLY,
INCLUDING THOSE PURPORTED TO BE CSD PERSONNEL FOR
INTRODUCTION OF PRODUCT.
********
C
INDEX
PAGE NO.
1. Information Brochure - 01
2. About Ourselves - 02 To 08
3. Purchase Operations - 09 To 17
4. Payment of Bills - 18 To 21
5. Visiting CSD Head Office - 22 To 24
6. Quality Control - 25 To 27
7. Miscellaneous - 28 To 39
8. Important instruction for filling form - 30 To 31
9. List of documents for General Items, Liquor & AFD-II
- 32 To 33
10. List of documents for AFD-I - 34
1
INFORMATION BROCHURE
CANTEEN STORES DEPARTMENT 1. The Canteen Stores Department (CSD) is a department under the
Ministry of Defence, operating with its Head Office in Mumbai, and Depots all
over India for providing Fast Moving Consumer Goods (FMCG) and consumer
durables to the active duty and retired personnel of Army, Navy and Air force and
para-military organizations serving under the functional control of the Army and
defence civiliances paid from defence estimate.The goods are made available to
the clientele at uniform prices throughout India.
2. The aim of bringing out this brochure is to provide essential information
regarding CSD to all prospective suppliers so that they have a clear understand- ing of our objectives, organization and procedures and can carry out their trading
functions with ease and speed. The information contained in this brochure is
grouped under six different sections as below:-
Section 1 : About ourselves.
Section 2 : Purchase operations.
Section 3 : Payment of bills.
Section 4 : Visiting CSD HO, Base & Area Depots.
Section 5 : Quality Control.
Section 6 : Miscellaneous
2
SECTION - 1
ABOUT OURSELVES
WHAT IS CSD
Canteen Stores Department is a Central Government department under
Ministry of Defence catering to the daily needs of Armed forces personnel of the
three services and their families throughout the country.
OBJECTIVES
1. The objectives laid down for the CSD are as follows :
a) Provide Consumer Goods of high quality to the troops wherever they
are, at a price cheaper than the prevailing market rates, as far as
possible.
b) Ensure that the level of consumer demand satisfaction is maintained
at the maximum.
c) Generate reasonable profitability to sustain the organization, permit
growth and provide additional facilities for troops and their families.
d) Formulate and execute development programmes to improve and
maintain organisational effectiveness.
e) Periodically analyse and assess the diverse long term needs and
aspirations of defence services forces and undertake timely measures
to meet them.
ORGANISATION 2. The Head Office (HO) of the department is located in Adelphi Building,
opposite to Churchgate Railway-Station at Mumbai. The entire spectrum of
operations of CSD all over the country is controlled by the HO. A serving Major
General (equivalent from Navy, Air Force) is normally appointed by the
Government as the General Manager and Chairman of the Board of
Administration. The General Manager is assisted by two Joint General Managers
and Seven Deputy General Managers looking after various Branches.
3
CANTEEN STORES DEPARTMENT
Srinagar
Udhampur Leh
B D Bari
Pathankot
Jalandhar
Bhatinda Dehradun
Hissar Ambala
Meerut
Bikaner
Delhi Barailly
Jaipur
Agra Misamari
Lucknow Baghdogra
Dimapur
Narangi
Masimpur
Ramgarh
Ahmedabad
Jabalpur Kolkatta
Mumbai
Vishakapattnam Khadki
Secunderabad
Bangalore
Chennai Port Blair
Kochi
4
CSD ORGANISATION
Chairman Board of Admn & General Manager
Secy BOA/AGM (Secy)
Joint General Manager I & II
DGM(P&A) DGM(F&A) DGM(MS) DGM(EDP) DGM(GS) DGM(LIF) DGM(Base) | Mumbai Area Regional Managers ____________
RM(East) RM(West) RM(South) RM(North) RM(Central)
Area Depots Area Depots Area Depots Area Depots Area Depots
1. Narangi 1 Delhi 1. Khadki 1. B.D. Bari 1. Lucknow
2. Misamari 2. Ambala 2. Bangalore 2. Srinagar 2 Meerut
3. Masimpur 3. Jaipur 3. Secunderabad 3. Udhampur 3. Agra
4. Dimapur 4. Ahmedabad 4. Vizag 4. Bhatinda 4. Bareilly
5. Kolkota 5. Bikaner 5. Cochin 5. Jalandhar 5. Dehradun
6. Baghdogra 6. Hissar 6. Chennai 6. Leh 6. Jabalpur
7. Ramgarh 7. Port Blair 7. Pathankot OPERATIONS 3. A point to remember is that unlike other Government Departments who buy
goods for their own consumption against entitlement, CSD purchases goods for
sale to Unit-run-Canteens based on their demand. Hence only those products
are introduced in CSD which are of high quality and have proven good saleability
in civil market.
5
4. The CSD operates on all India basis. It has set up 5 RM offices and 34 Area
Depots in different parts of the country, stretching from Leh in the high
altitude(Ladakh region in the North) to Port Blair in the South and from Dimapur
in the East to Bikaner in the West. These depots, some of them in remote places
(far away from normal business operations) but in close proximity to the military
units and formations, feed over 3874 unit run canteens managed by local Military
Administration to reach armed forces personnel, the ultimate customers in the
chain. The area depots, in turn, receive their supplies either directly from the
suppliers or from a mother depot, known as Base Depot, located at Mumbai.
5. The entire distribution net work from suppliers to the unit-run canteens (URCs)
is controlled and monitored by the HO at Mumbai. In this, the HO is assisted by
five Regional Managers located at Khadki (Pune) for South, Lucknow for Central,
Narangi(Guwahati) for East, Delhi Cantt. for West and BD Bari (Jammu) for
North, each RM controlling six to seven area depots in his region.
6. The location and addresses of the Area depots, Base depot and Regional
Managers Offices are given below:
AREA DEPOTS
CENTRAL REGION
1. Araghar 2. Opp Empire Talkies,
61, E. C. Road, Dehradun Theatre Road, (Uttaranchal State) Jabalpur Cantt - 482 001(M.P.)
3. B.C. Lines, 4. Station Road P.O.Box No.49E Agra Cantt - 282001(U.P.) Meerut Cantt – 250 001(U.P.)
5. Station Road, 6. Jail Road, P.O.box 1002. Sarvatra Bhavan,Post Box No.2 Lucknow Cantt - 226002 Bareilly Cantt – 243 004 (U.P.)
6
SOUTHERN REGION
7. R.A. LINES, 8. Minnie Bay, Trimulgherry, P.B.No.460, Janglighat P.O. Secunderabad Port Blair Cantt - 744 103 Cantt - 500 015(Telangana) (Andaman & Nicobar Islands)
9. Opp Telcom Stores, 10. CWC Complex, Depot(Annex),Gandhi Nagar Chittla Pakkam
P.B.No.2054
CrompetChennai Cantt -600 054(T.N)
Kochi Cantt-682 020(Kerala)
11. P.O. Agram, P Bag No.780, Bangalore Cantt-560 007 (Karnataka)
13. Mandalay Lines, Range Hills,Khadki Cantt Pune – 411 020 (Maharashtra)
12. Bldg.No T/1/1,
9-IRSD, Kancherapalem PO Visakhapatnam-530 008(AP)
EASTERN REGION
14. P O Arunachal, 15. P.O. Box No.19 Dist.Cacher,Silcher Dimapur – 797 112, (Nagaland) Masimpur Cantt.- 788 025(Assam)
16. P.O.Baghdogra, 17. Fort William Dist.Darjeeling Kolkota Cantt-700 021 Baghdogra Cantt. – 734 422(W.B.) (West Bengal)
18 Assam 19. P.O. Satgoan, Guwahati Misamari Cantt-784 506 Narangi Cantt.- 781 027
20. P.D. Karai Area,
Ramgarh Cantt-829 122(Jarkhand)
7
NORTHERN REGION
21. Bari Brahmana,
22. B B Cantt.
Jammu,
P.O.Batwara, J&K
B.D.Bari Cantt-181 133
Srinagar Cantt-190 001
23. HQ 14 Corps, 24. Gurudaspur Road,
C/o 56 APO
Opp Rly Station,
Leh Cantt
P.O.Box 1
Pathankot Cantt-145001
(Punjab)
25. 1, Porus Road,
26.
Jalandhar Cantt-144 005, Punjab
27. Thimayya Marg
Bhatinda Cantt-151 004(Punjab)
Pioneer Coy Lines J&K,Udhampur Cantt-182 101
WESTERN REGION
28. Piru Lines,
Behind Military Hospital Jaipur Cantt – 302 006(Rajasthan)
30. Barrack No. 2
Post Box No.8,Allenby Lines
Ambala Cantt-133001
29. Opp.Green Cinema
Open Air Theater Ahmedabad Cantt – 380 003
31. Well Road
Head Post Office,PB No.74
Bikaner Cantt-334 001
(Rajasthan) 32. Chitral Lines, 33. Opp.Police Check Post,
Opp Kirby Place Bus Stop
Hissar Cantt – 125 044
Delhi - 110 010
Haryana.
8
BASE DEPOT
No. T/31, Ex Ordnance Depot Complex, 34. Mumbai Area Depot Signal Hill Avenue, Sewri, Gun Powder Road, Mazagon, Mumbai 400 033. Mumbai 400 010.
REGIONAL MANAGERS' OFFICES 1. Eastern Region, 2. Western Region,
CSD Depot Complex T-4, Chitral Lines, P.O. Satgaon, (Opp Kirby Place Bus Stand), Guwahati(Assam)- 781 027 Delhi Cantt. – 110 010
3. Northern Region, 4. Central Region,
Bari Brahmna Jammu, 39, Havelock Lines, Pin – 181 133 Kitchner Road, (J&K) P.O.Box 1002,
Lucknow – 226 002.
5. Southern Region,
Mandalay Lines Range Hills,
Khadki, Pune- 411 020. 7. With the distribution outlets reaching the length and breadth of the
country, only CSD offers a supplier the most attractive and effective exposure to
his products which he cannot otherwise, hope to achieve elsewhere without any
extra investments on publicity and distribution. It is CSD which ensures that
payments are made in time to the suppliers.
8. The main objective of the department is to provide merchandise at
uniformally reasonable prices, preferably cheaper than the market rates to the
defence service personnel, earning at the same time a small margin of profit. A
portion of earnings is used for meeting the operating expenses of the department
and the remaining bulk is ploughed back to the three services for morale, welfare
and recreational activities. The CSD thus seeks to improve
the quality of life for millions of its customers, spread over the length and breadth of the country.
9. To sum up, the CSD is a unique military-oriented government organisation.
Though it is charged with making profit, it returns its earnings back to the
customers. All in all, the CSD lives upto its motto "Service to the Services" in
letter and spirit.
★ ★ ★
9
SECTION - 2
PURCHASE OPERATIONS 1. CSD purchases consumer durable and non-durable goods which are popular
with the masses and have been selling well in the civil market. CSD purchases
are to be differentiated with Govt. purchases. The purchases and practices
followed in the CSD are not the same as Govt .purchases and they are more on
commercial lines. The quantum of purchase depend on how the product sells in
the CSD outlets and not on any other considerations. Secondly, CSD shall delist
the items from its list as and when they are found to be unpopular with the
clientele and not picking up adequate sales.
WHO CAN APPLY 2. Any established firm with proper credentials can make an application for
registration as a supplier and the application will receive fair and impartial
consideration. As a matter of policy CSD deals directly with manufacturers and
not with intermediaries. In case of consumer items, the offered products should
be popular and available in the civil market having high sales potential. The firm
shall offer to CSD the products of latest improved technology so that defence
customers are in a position to get the items from CSD immediately after they are
launched in the market. In exceptional cases when the manufacturer does not
undertake marketing by himself, All India sole marketing agent/ distributor
appointed by the manufacturer for both civil and CSD, REPEAT NOT for CSD or
CSD and Paramilitary forces only, may be accepted as a supplier. In such cases,
a letter of authorisation from the manufacturers to the marketing agent clearly
spelling out that he is the sole authorised agent for sale of its product at All India
level, is to be presented to the department on Rs. 100/- non-judicial stamp paper
duly notarised alongwith the copy of the agreement.
3. The firms applying to CSD should be :
a) An Income Tax payee.
b) Registered under Factories Act (may be exempted at the discretion of
the Competent Authority in respect of Cottage Industries/Ex-
Servicemen Enterprises etc.).
10
c) If a Small Scale Industry, should have registered themselves as a
Small Scale Industry.
d) Registered under State & Central Sales Tax and VAT, if applicable.
e) Should possess Registration Certificate and Constitution of the firm.
f) In the case of electrical and electronic gadgets, the product must
conform to latest BIS Specifications. In other cases BIS/ISI
Specifications would be an added advantage.
g) In the case of food and edible products, they should have
FSSAI/`AGMARK'/`FPO' stamp. The products would be tested in
Defence Food Laboratories and other FSSAI notified and NABL
accredited laboratories and their verdict will be taken as final.
(Firms not qualifying the above requirements need not apply)
WHAT DO WE BUY 4. We buy and sell through unit-run-canteens durable consumer goods and daily
necessities as found in the civilian departmental shops. Major categories of
merchandise purchased by CSD fall in any one of the following:-
a) Toilet Requisites
b) Cosmetics
c) Kitchenware
d) Cookers and Accessories
e) Insulated ware
f) Crockery, Cutlery, Utensils, Glassware and Plastic ware
g) Electrical, electronic appliances
h) Time devices and watches
i) Sewing Machines and Accessories
j) Cycles, Motor Cycles, Scooters, Mopeds, Cars
k) Luggage items
l) Hosiery items
m) Sports goods
n) Matured Rum, IMFL, Beer, Wine & Champagne
11
o) Beverages, Patent Food, Medicinal (orally consumed) items, Edible
and Hydrogenated Oils
p) Stationery items
q) White Goods- Refrigerators, TVs, AC, Washing Machine, Micro
Ovens & Music System etc.
r) Furniture and matteress
s) Miscellaneous household requisites 5. In case at any stage, the information provided in introduction form and
connected papers is found to be false, the item will be deleted.
6. Any dispute arising out of business with CSD, the decision of GM CSD /
Chairman BOA will be final and shall be binding on the supplier.
7. Firms interested in doing business with CSD are to fill in the online
Application Form for seeking enlistment as „Approved Suppliers to CSD' and
submit the hard copy along with all the documents serially numbered and
indexed to CSD HO within 30 (Thirty) days of the date submission of the online
application. The requisite application fee (non-refundable) should also be made
online RTGS/ECS and no draft/cheque payment is acceptable and UTR number
needs to be submitted. All columns in this form are to be correctly filled;
attaching additional sheet of paper to furnish full details where the space
provided in a column is inadequate. Care should be exercised in filling up
technical data, terms and rates columns as information given herein are to be
explicitly clear and all relevant details are to be indicated for clear understanding
and smooth future operations. The form is to be signed by the proprietor of the
firm or by an authorised representative of the firm who holds the power of
attorney to sign documents of financial nature, binding the company to
contractual obligations with full name, designation in the firm.
PROCESSING OF APPLICATIONS FOR INTRODUCTION OF ITEMS IN CSD 8. The applications received from prospective suppliers are processed in CSD
as per the laid down procedural guidelines. They pass through three main stages
before the final seal of approval is accorded for supply through CSD. They are
briefly discussed in succeeding paras for the general information of the suppliers.
9. The application on receipt is scrutinised for completeness and correctness
and put up along with sample item before the Preliminary Screening
Committee(PSC) of the Board of Administration (BOA) consisting of senior
officers from the three Services and a senior officer representing department as
12
decided by GM,CSD. Only those cases which are recommended by the PSC are
processed further as detailed below. Not recommended cases are closed and
concerned firms intimated accordingly. No representation is accepted in this
regard.
10. Applications recommended by the PSC of the BOA are sent for an
independent Market Survey at 5 to 7 different places all over India to ascertain
the availability of the product in the Civil Market, it's popularity, sales potential,
selling rates with and without VAT. Factory inspection, LAB tests & Hygiene
inspection are also carried out.
11. After checking the saleability and rates of the product, the accredited
representative of the supplier, who is in a position to take decision, is called
for price negotiation by the Price Negotiation Committee(PNC). The PNC
negotiates the rates and terms with the authorised rep. of the firm for dealing
with the Department. After finalising the rates and terms, the supplier is
required to give his consent in writing.
12. The last and final stage is examination of the products offered for
introduction by the Board of Administration (BOA). The BOA scrutinizes all
relevant details of the products negotiated by PNC viz. rate negotiated
vis-a-vis rates & discount structure of functional equivalent items,
procurement and retail parities, brand image of the product, quality, finish,
durability, shelf life, usefulness to CSD clientele, status of the firm, its turn
over etc. As per the revised guidelines on introduction of new items, the case
file for introduction will be put up to the BOA only after completing all the
necessary formalities like CFL/LAB testing, factory hygiene inspection, factory
inspection and Price Negotiation Committee recommendations. BOA after
careful analysis & study of the analysis chart and the sample of the product
under consideration for introduction will take decision for acceptance or
otherwise in the BOA meeting.
13 Even if the item is shortlisted by the PSC and all other exercises such
as market survey, factory/hygiene inspection, quality test, price negotiation
etc. have been completed; the item can be rejected by the BOA due to any
reason. No representations are accepted against cases not approved by
the Board of Administration as the decision of the BOA is final. Once
rejected the firm should not apply for the same items for one year. If approved,
GM decides on the quantity to be ordered initially and its distribution to area
depots based on the guidelines approved by BOA.
14. GM may call for test/quality reports of any product at any stage if he finds
13
that there is a genuine reason to call for any specific report from any
registered/authorised Govt. laboratory or test house.
15. After the approval of initial order quantity, the case files are sent to
concerned Store branches for issue of introduction letter to the firms.
16. Intimation regarding rejected cases is simultaneously sent to the concerned
parties. They are also advised to collect their samples on receipt of
communication within a stipulated period.
17. It should be clearly understood and agreed that the products having been
offered and agreed to be introduced in the CSD, neither the manufacturers nor
distributors/agents would deal directly with any of the Defence Services
including Indian Naval Canteen Services (INCS) who are catered by this
department. Any violation of this provision would entail cancellation of
outstanding orders and delisting of the products from the CSD list.
18. The supplier is then required to submit a Bank Guarantee (BG) equal to
100% of the value of orders. The order thereafter is to be executed as per the
delivery schedule given in it. In case of consumer durable item, the approved
sample is kept with Management Service Branch of the Department before
execution of the order for future reference with regard to quality/technical
specifications.
19. The delivery against an order will have to be as per the agreed dispatch
terms as specified in the order by the HO. The delivery schedule of first order
will be as specified in the introduction letter. . In case the order is not executed
within the prescribed period, the item will be put up to BOA for deletion without
notice. In the event of any stock against first order or subsequent orders
remaining unsold, Department reserves the right to return the stock at the
Department's wholesale rate at the expense of supplier and amount
adjusted either from pending bills or by invoking the Bank Guarantee
which is available.
20. As per policy, the terms of dispatches of stores shall be FOR destination at
the risk and cost of the supplier.
21. Strict quality check is maintained by the Department and products are
periodically sent for testing. In case a product fails in quality check, further orders
are withheld and penalty is levied. In case a product fails in repeat testing, the
same is put up for deletion. However, before effecting deletion of items on quality
14
grounds, comments within 30 days are sought from the supplier and if not
received in time, payment to the extent as decided by the department will be
withheld to settle the complaint.
22. Supply of Against Firm Demand(AFD) Category-I items like TVs,
Refrigerators, AC, Four wheelers, Two wheelers, W/ Machines for which CSD
does not keep regular stocks like other items but orders for which are placed by
CSD Depots only against demand from clientele, firms are to execute supply
from their outlets co-located with CSD Area Depots/Unit Canteens. It is also
incumbent on part of the firm to provide prompt after-sales-service to back up the
sales of their AFD items for which purpose they must indicate names and
addresses of such centres in an affidavit to cover all depot locations to CSD, HO
for approval. If delivery of these AFD-I items is delayed more than 15 days
from submission of all relevant documents with the dealer, penalty
equivalent to saving bank interest will be levied.
23. The CSD would like to make it categorically clear that any supplier
delivering/despatching stocks in excess of quantity ordered shall do so at his own
risk and expenses and the department is not obliged to regularise the excess
supply by any covering order at a later date. The excess supply so received will
not be accepted if delivered personally or will be backloaded to the supplier on
`freight to pay' basis at his risk and expense. The department will neither
entertain any claim nor correspondence on this subject in any manner.
24. Discrepancy in quality and quantity in the consignments received at the
depots would be reflected in the debit notes prepared by the consignee depots to
the suppliers account. These debit notes would be forwarded to the HO (F&A)
Branch for adjusting in the suppliers' account. In case where replacements have
subsequently been provided, credit notes would be raised and adjusted in the
suppliers' account on the same lines as debit notes. Willful act of
omission/commission in quality shall lead to deletion of items from CSD list and
blacklisting the supplier.
CHANGE OF PACK AND PRICE REVISION 25. Subsequent to introduction of the item, if the supplier at any time desires to
either change the nomenclature or case pack of the item or seek increase in
prices, he is to approach the CSD Head Office giving following particulars for the
consideration and approval of the request.
a) Details of item with Index No.
b) Brand Name.
c) Change in weight/pack, if any.
15
d) Date of revision of prices in civil market.
e) Details of dealers/stockists in Mumbai and outside.
f) Reasons for price increase/decrease with full-justification. (Please
attach Photostat copy of trade invoices and perform for determination
of value under Central Excise and Salt Act 1944 as amended from
time to time.)
g) Any other details.
h) Printed price list for wholesalers/distributors and dealers, duly
authenticated.
26. The letter containing above details should be addressed to the concerned
Stores Branch in the Head Office and till approval of the above is received in
writing from HO, neither the nomenclature or pack's specifications nor increased
rates are to be put into effect. All outstanding orders with the supplier will be
executed as per the existing terms and conditions and the supplier is not to wait
for the approval of the changes proposed by him for executing old orders.
Penalty as decided by the department will be imposed for any violation of the
same.
27. If any increase/decrease in the levies is announced by the Government, the
suppliers are required to convey the same to CSD HO Mumbai, and seek written
approval of CSD HO Mumbai for charging increased/decreased rates. No supply
should be made without getting the approval of CSD HO Mumbai, charging the
increased/decreased rate unless the supplier is continuing invoicing the products
at the pre-revised/ decreased rates.
28. The request for change of pack would be considered by the department and
normally a decision would be communicated to the supplier within four weeks of
receipt of the letter. In so far as request for price increase is concerned, the
department would carry out a market survey to ascertain the retail and wholesale
rates, with or without taxes in the market, to establish the price differential
between the market and CSD procurement rates as well as across the counter
retail rate in CSD. This is required to be maintained at all times.
29. The request made by the supplier alongwith the market survey report as indicated above with details of price differntial worked out for easy
undestanding would then be put up to a Price Revision Committee(PRC).
The PRC will examine the proposal vis-à-vis the introduction proceedings, the last price revision case and decide for acceptance or otherwise of the
proposal and if being accepted, totally or partially. Where the parity in price
differential is maintained, the PRC may recommend it for approval by the
16
competent authority and concerned branch will communicate the decision
thereafter to the supplier and future orders would be placed for revised rates. In
case the price differential is found to vary, either a counter offer would be made
to the supplier, indicating the percentage of increase that can be permitted by the
department or the firm's representative called for direct negotiations to arrive at a
consensus. Thereafter with the approval of the competent authority, the increase
in rates would be intimated to the supplier.
OBLIGATION ON THE PART OF THE SUPPLIER TO INTIMATE CSD ON
STOPPAGE OF PRODUCTION OR ANTICIPATED EXCESSIVE DELAY IN
EXECUTION OF ORDERS
30. As already brought out, it is absolutely essential that the orders are executed
as per the delivery schedule indicated therein. However, if due to any unforeseen
reasons, which are beyond the control of the suppliers, either they stop
manufacture of the item or are unable to despatch the items to the consignee
depots within the delivery schedule they must inform the CSD Head Office
immediately, indicating the period for which the supplies would not be available
and seek extension of delivery time from the HO. Similarly, permanent
withdrawal of the product from production must also be intimated to the
department well in advance indicating the status of outstanding orders and
commitment of the firm for meeting the outstanding orders.
31. Appointment of middleman/agent by you to lookafter interest of your
product in CSD is not permitted and any violation will lead to deletion of product
without notice.
32. The CSD personnel being Government servants are prohibited from
accepting any gift/gratuity from any person or firm doing or seeking to do
business with the CSD. The term gratuity includes entertainment, favour or
anything of monetary value given to CSD employees or a member of their family.
The offering or giving of a gift or gratuity by an individual or firm or its employees
or agents could lead to serious consequences, to include termination of supply
arrangement, debarment for further supplies or/ and criminal prosecution.
33. In case of introduction of IMFL/Matured Rum/Beer etc; it is obligatory on the
part of supplier to submit the sales data of each item pertaining to offered pack
size for last 2 years duly verified by the concerned State Excise Authorities.
34. 15 percent of the following products are reserved for ex-servicemen
enterprises provided these are competitive in all respects and at par with others:-
17
1) All Cutlery Items 2) Cleaning Powder 3) Ice Pail 4) Keep Fresh Clear Jar 5) Store Fresh Container 6) Jugs 7) Buckets 8) Plastic Drums 9) Water Bottles 10) Bread Box 11) School Bags 12) Lunch Box 13) Soap Box 14) Soap Dish 15) Nut Shell 16) Table Mat 17) Mug 18) Fridge bottles 19) Combs 20) Bed Sheet with Pillow Covers 21) Bed Covers 22) Towels 23) Pillows 24) Photo Albums 25) Coconut Oil 26) Sarson Oil 27) Candles 28) Agarbatti 29) Boot Brushes 30) Glass Tumblers 31) Stationery items
BANK GUARANTEE 35. In order to safeguard government funds, 100% Bank Guarantee is obtained
against the initial order value for a period of 5 years. Subsequent orders are
planned in a manner to ensure that value of stocking plus pending order plus
fresh orders does not exceed the value of Bank Guarantee provided. Payment
against initial order will be released only after submitting the B.G.
★ ★ ★
18
SECTION - 3
PAYMENT OF BILLS 1. This department will endeavour to make payment to the suppliers after 30
working days, subject to availability of funds, from the date of receipt of goods at
the designated depots, and receipt of certified copies of the bills alongwith other
connected documents. The payment of bills are made centrally by the HO
Finance and Accounts Branch (F&A) by RTGS/NEFT/ECS. In case of supplies
under" AGAINST FIRM DEMAND (AFD-CATEGORY-I) the payments will be
released by the respective depots to the dealers directly. Expenditure on account
of despatch of cheque by courier, if any, will be borne by the firms.
BILLS SUBMISSION 2. After an order is executed and goods are ready for dispatch to the
consignee depots, bills/VAT invoices will be prepared by the firm as per the
prescribed format given by the department and submitted to the concerned
depot in quadruplicate in original/ink signed along with the delivery of
consignment.
3. The billing should be in conformity with rates and terms agreed by this
department. Deviation entails delay in the clearance of bills and should be
avoided. Care should be taken in quoting the correct order references, case
pack, Index Nos. and nomenclature on the bills for easy linking and payment.
Order-wise bills will be prepared by the suppliers.
DELAYED/EXCESS SUPPLY 4. Wherever supply made is in excess to the ordered quantity or after the
Delivery date, the matter should be immediately taken up with the Stores Branch
at the Head Office or the concerned depot (in case of LS Orders) to review the
cases and regularise the excess supply. Payment in such cases would be
released only after the confirmatory orders are issued. However, it is once again
stressed that firms are not to supply in excess to the ordered quantities,
otherwise they will be put to lot of inconvenience. The firms are also advised to
execute orders within the delivery schedule failing which penalty at the rates
decided by the department from time to time will be imposed. No stocks will be
accepted after the last date of penalty period.
19
DIRECT DESPATCHES 5. In case the order specifies direct despatch of items to different area depots,
the firm should keep close liaison with the local area depot and arrange direct
despatch of goods to the depots as per delivery schedule indicated in the order.
Bills covering such direct despatches alongwith Lorry Receipt(LR)/Goods
Receipt(GR)/Railway Receipt(RR) are to be invariably handed over to the local
area depot concerned. Instructions for the submission of bill, given in para 2 & 3
above, should be strictly followed. The local area depot will certify and forward it
to HO for payment process. It has been noticed that some of the suppliers do not
submit their bills to local depots in time which results in delayed submission of
the documents by the depot to HO. It is advised that the required documents be
handed over to the local depot personally for despatch to HO.
BILL FORWARDING ADVICE (BFA) 6. Depot Managers are authorised to make payment Against Firm Demand items
(AFD CATEGORY - I) from their Depot Imprest account. In respect of items other
than AFD CATEGORY - I, the Depot Managers are instructed to certify the bills
within 48 hours from the receipt of consignment and the documents like
Bills/BFA/F2 and LS Orders are to be forwarded to HO F&A Branch by speed
post.
GST (Goods and Service Tax) 7. This department is entitled to claim fifty percent of the applicable GST as
refund from the Govt. The stores purchased by this department are sold to troops
at our procurement rates plus 50% of the GST charged by the supplier and our
nominal profit margins. Supplier should, therefore, ensure that the correct GST
wherever applicable are charged while negotiating the rates with the department.
Arrears of tax not charged due to any reason will not be paid by the department
since they cannot be recovered from the troops at a later date for the sales made
to them in the past.
DEBIT NOTES 8. For items received short or in damaged condition, debit notes will be raised on
the supplier by the respective depots. On replacement / rectification, the
concerned depots would subsequently raise credit notes for adjusting the
20
recovery made on the debit notes raised earlier and the payment will be
regulated accordingly. As per the departmental policy, the depots have been
instructed to raise debit notes on wholesale rates prevalent as on date of
warehousing of such stores. While we assure you that due care is exercised
while debit notes are raised, it is requested that no correspondence be initiated in
case the discrepancy is below Rs.100/-.
9. Copy of the Bill/Challan/transfer invoice duly signed by Depot Manager as
token of having received goods at CSD Depot should be submitted to HO.
a) In case of local supplies, the bills/challans should also be counter-
signed by the Depot Manager of the concerned depot for having
received the consignment. The bill should be signed by the Manager
with his rubber stamp. Signature by Storekeeper alone are not
acceptable.
b) Certificate as given below should invariably accompany the bills.
21
CERTIFICATE We have personally examined and verified and do hereby certify the goods in
respect of which the payment is being claimed have been actually despatched by
us under RR No./BL No./Air Consignment Note No./Postal Receipt No.GR No. dt.
duly drawn in favour of the consignee which is genuine and mentioned in the bill
and that we hold ourselves personally responsible for the correctness of
statement. We further certify that goods pertaining to the above-mentioned RR
No./B.L.No./Air Consignment Note No./GR No.______________________ dated
has been received by the consignee with/without
discrepancy duly endorsed on dated to CSD Depot
. For M/s.
Station : Signature
Date : Designation
c) Bills in duplicate as per the usual procedure should be submitted
to the concerned depot while despatching the goods.
d) The documents mentioned in (a) and (b) above should be forwarded
to HO under a covering letter marked `Attention DGM(F&A)' indicating
that these bills are for cash discounting.
★ ★ ★
22
SECTION - 4
VISITING CSD HEAD OFFICE 1. Any one who intends to conduct business with CSD must have a current
letter of authorisation from the manufacturers/vendors/firms/ individuals to whom
he represents. The individual is advised to contact the reception office of the HO,
explain the purpose of the visit and obtain the name of the dealing officer with
whom he can transact the business. In HO General Manager, Joint General
Manager, all Deputy General Managers and Asst Gen Manager (Secy) are only
permitted to receive visitors on official business. The visitor is, therefore, advised
to send e mail/contact telephonically the concerned official of the rank and status
as mentioned above to fix up a prior appointment, if a meeting is desired.
2. On the date of the appointment, the visitor should first arrive at the reception
desk and obtain a visitor's pass before he proceeds to see the officer for the
meeting. The pass so issued is valid only for that date and for the person to be
visited. The visitor is advised to get the pass signed by the official visited upon
with date and time thereof and surrender it at the reception desk before leaving
the HO building. The visitor pass issued for seeing one official must not be used
to see other officials unless specifically directed by the officer visited and
endorsed as such by him on the visitor's pass. At the time of surrendering the
pass, receptionist/security staff to check the time out and signature of the officers
visited to.
3. For the general information of suppliers, who is who in HO and the subjects
dealt by them are given below :-
a) General Manager : On all matters concerning the functioning
of the department in all its aspects.
b) Joint General Manager-I
Tel.22016267 : On matters concerning Vigilance, General
Stores, Liquor, Import & Food.
c) Joint General Manager-II
Tel.22083468 : Administration, Management Services.
EDP
23
d) Deputy General Manager (General Stores) Tel.22092097 Fax-022-2208339
: Matters related to order placement, supply, extension of delivery schedule etc. for Toiletry, Kitchenware, Crockery, Cutlery, Glassware, Stainless Steel items, Electrical goods, Electronic Goods, Cycles and Accessories, Plasticware, Luggage items, Hosiery, Ready-Made garments, Miscellaneous Household Requisites. Price Revision request, one
to one replacement etc.
e) Deputy General Manager (Liquor,
Imports & Food) Tel.22016757 Fax-022-22083329
: Matters related to order placement, extension of delivery schedule etc.for supply of house- hold medicines, watches, automobiles, washing machines, refrigerators, A.C., sports goods, beverages, patent food items, Rum, other IMFL, beer, and other miscellaneous stationery items and all AFD items. Price Revision request, one to one replacement etc.
f) Deputy General Manager
(Finance & Accounts) Tel.22083325
: Matters related to fixation of price, revision of price, Bill processing, Bill payment, Claim, Debit Note adjustment and such other matters having Financial implications.
g) Deputy General Manager
(Management Services) Tel.22017674
: Matters related to after-sale-service, quality control, complaints from depots/URCs/customers on quality of products consumer surveys, preferences etc.
h) Deputy General Manager
Personnel & Administration Tel.22014543
: Matters related to Administration.
j) Deputy General Manager (EDP) Matters related to uploading of JPG image
of products, website issues, suppliers
password etc.
k) Asst Gen Manager (Secy) Submission of NI application,
Tel 22051505 introduction of items and related
matters
24
BASE DEPOT 4. The visits to Base Depot at Sewri will be on the lines on HO. The
suppliers' representatives escorting stores for delivery to Base Depot against a
valid order placed by HO will only be permitted to visit the godowns. All the other
visitors will meet DGM(Base) and conduct their business only with him.
AREA DEPOTS 5. The visits to area depots will again be as per the guidelines given for Base
Depot. All meetings/transactions would be conducted at the level of the Manager
and suppliers' representatives are permitted to visit godowns only when
delivering stores against orders.
★ ★ ★
25
SECTION - 5
QUALITY CONTROL 1. Our aim is to provide quality merchandise in the CSD distribution system.
While each supplier is to ensure that products supplied to CSD are made to high
quality standards, the department has a quality control cell of its own to ensure
continued high quality of products in the CSD inventory.
LIQUOR/FOOD PRODUCTS 2. While some of the food products have `AGMARK' and FSSAI quality of
assurance, most others do not have any such quality specifications of assurance.
The food products are therefore subjected to testing by Composite Food
Laboratories (CFL), a military food testing organistion under the Ministry of
Defence or any other FSSAI notified NABL accredited Labs in the country and
are introduced in CSD only if the verdict is favourable. Subsequently, samples
are drawn periodically at random from the consignments received from suppliers
either at the Base Depot or at the area depots and sent to LAB for testing and
verdict. The cost of the samples and testing are to be borne by the supplier and
debit note is raised for the amount as and when such testing is done.
3. The verdict of the Lab is final and binding on the supplier. Where the
verdict is unfavourable or the item declared unfit for CSD vending, the
department reserves the right to impose a penalty on the total quantity supplied against particular batch No, at the rates decided as per the prevailing policy of
the deptt. and backload the entire/left out stocks of the batch under adverse
verdict and recover the cost thereof at the wholesale rate (not procurement rate)
from the supplier and the later is bound to reimburse the value thereof
immediately to the department. It is the responsibility of the supplier to mark on
all individual container and the packages containing the case pack of the item,
the dates of manufacture and life expiry and special storage conditions, if any, for
the information of CSD personnel and ultimate users of these products. Non-
marking of containers/packages as above constitute a serious violation of the
quality control requirement and the department reserves the right to take action
as appropriate including backloading of the entire consignment and recovering
cost thereof at wholesale rates and impose penalty as decided by GM, CSD. The
department also reserves the right to get the suppliers production installation
hygienically inspected by qualified officers of the Ministry of Defence and until
and unless the installation is brought upto the standards set by them and
declared fit, to suspend supplies to the CSD.
26
LIQUOR 4. Indian made foreign liquor (IMFL) including rum and beer are tested to
BIS/ISI Specifications at CFLs and if found meeting the specifications then only
introduced in the CSD. Hygienic inspection by qualified medical officers and their
certification of fitness for the distillery is a precondition for introduction of the
brand of IMFL/Rum/Beer in the CSD. The distillery should also offer themselves
for a hygienic inspection at any time thereafter as and when CSD perceives the
need for a repeat inspection. Items cleared by AFL and satisfactory Hygienic
inspection does not guarantee the introduction of items.
5. Periodical testing of samples drawn at random from the supplies made to
CSD would be carried out at CFLs and all the follow up measures as spelt out for
food items in para 2 & 3 would equally apply to liquor items also.
SAMPLE TESTING 6. It is the responsibility of the supplier to ensure that all goods supplied by him
are manufactured to original specifications given in the introduction form and are
identical in all respects to the sealed samples handed over to the department. He
must also ensure that items are packed, marked and delivered to Base/Area
depots as per specifications spelt out in the introduction form and approved by
the department. No deviation is permitted without approval from HO. In order to
ensure that the quality of the product being introduced is good, the product
should be laboratory tested and specification be submitted at the time of
application itself.
7. In case of introduction of perfumes the supplier must apply for
products containing only Isopropyl alcohol.
8. The supplies will be checked by drawing samples at random and
comparing with the sealed samples already held in the department. As and when
necessary the samples would be sent to reputed Govt./Civil testing agencies for
checking on characteristics like colour fastness, shrinkage, strength, electrical
performance, safety factors, weight etc along with samples procured from civil
market. Where such tests are conducted at outside agencies, the cost of the
sample drawn from the stocks as well as drawn from the civil market for
comparison and testing charges would be borne by the supplier. Cases of
adverse verdict, after the testing as above, would be dealt with and penalty
imposed wherever applicable, as per the policy of the department in vogue.
27
AFTER SALES SERVICES AGAINST WARRANTY 9. Moulded luggage, electricals and electronic appliances, televisions, Washing
Machines, kitchen gadgets and similar range of items carry warranty cards
assuring the customers trouble free performance of the item for a specified
period of time and guaranteeing that any defects/damages during the period of
warranty would be rectified/repaired/replaced free of cost. It is the responsibility
of the supplier in these cases to ensure that the CSD customers serving at far
flung areas are able to avail of the warranty provisions speedily. Local dealers in
all cities, who would attend to the complaints of the CSD customers are to be
submitted to HO for circulation to all depots/URCs. In places, where such
facilities are not made available, the area depots would be permitted to replace
the item and backload the defective piece to the supplier on "Freight To Pay"
basis in case of major defects/damages or allow the item to be repaired and debit
the cost to the supplier, if the damage is of minor nature.
10. For the items covered under warranty period, customers will produce
warranty card/cash memo at the time of seeking service from the dealers to
authenticate the date of purchase from URC/Depot (in case of AFD items). In
case local dealer does not co-operate/render service within 30 days period, URC
will report to the Depot for necessary assistance. In order to help the Unit, Depot
Manager will take up the matter with the nominated dealer for arranging After
Sales Service. Even inspite of Manager's intervention, if the dealer does not
respond within the 30 days, necessary replacement of ex-stock will be arranged
debiting all costs to the firm.
11. In HO, the Management Services (MS) branch handle all Complaints
received from the depots/URCs/individual customers. The department is
sensitive to complaints, particularly non-availability of supplier's outlets at
different points for attending to warranty complaints and repeated quality
complaints will lead to deletion of items from the CSD range. It should therefore,
be the endeavour of all CSD suppliers to attend promptly to complaints received
from individual CSD customers/URC/Area depot/Base depot/HO and ensure
satisfactory service rendered and confirmed to all concerned.
12. Before introduction of any consumer durable item, supplier must undertake to
provide After Sales Service Centers for all CSD Depots locations in an affidavit
containing details of such After Sale Service Centers.
★ ★ ★
28
SECTION - 6
MISCELLANEOUS
ORDERING SYSTEM 1. The department operates on computer based periodic ordering system. Orders
for each product are based on the demand of the product at each of our depots.
This, besides bringing in greater accuracy in our stocking patterns, ensure the
right type of item as per the choice of the customers being made available at
area depots for sale to URCs. In other words, further order for a product would
depend upon its sale across the country at URCs and further demands by the
customers. This considerably reduces the human subjectivity in the ordering
system. The suppliers are, therefore, advised to depend on the inherent strength
of their product and its capacity to generate further demands from customers,
rather than resort to any unfair practices.
CONSUMER EMPOWERMENT 2. Due to remote location, often our ultimate customers (the troops) donot
become aware about the product range in the CSD. While products of big firms
and multinationals are widely publicised and covered through TV media, same is
not the case with products of many other firms. To make the customers aware of
the products, if considered appropriate, the suppliers may give publicity to their
products in the following publications of CSD which are circulated to all Unit-run-
Canteens and are seen by our customers :
a) Price Catalogue : The price catalogue is circulated twice a year
listing out the wholesale and retail price of all products traded by CSD.
The prices listed are for the information of URCs and their customers
alike. This is extensively used on a day-to-day basis in all the
canteens.
b) Quarterly Newsletter : The Newsletter is issued every quarter to all
URCs, giving all important information relating to supply of product,
temporarily suspension of supplies, new introduction made and such
other information that would be required by all the canteens and their
customers.
29
c) Monthly Bulletin is also published by MS branch containing details of
items introduced, deleted, change in case pack, gift schemes offered
by various firms & period of its validity and such other information
which will help URCs to update their price list and other records while
indenting stores with CSD.
OTHER PUBLICATIONS 3. Department publishes Inhouse Magazine called `SAMPARK' on half
yearly basis. This journal is circulated to all CSD installations and provide good
scope for publicity. Department also publishes Coffee Table Book.
4. The advertisement tariffs could be obtained by the suppliers from F&A
Branch in HO for Price Catalogue, MS branch for Quarterly News Letter and
Monthly Bulletin and DGM(P&A) for `SAMPARK'/Coffee Table Book.
5. Any gifts/complementaries the suppliers wish to offer to the department
as a sales promotion effort, must be first informed to the MS Branch including the
dealing branch in HO and supplies may be regulated as per the guidelines of the
HO. It may be noted that as and when gift/complimentry schemes are made to
run in civil market, the same must also be passed on to CSD customers by the
supplier, failing which it will attract penalty. The department sincerely solicits the
co-operation of the suppliers in this regard for ensuring equitable distribution of such complimentary items to all CSD clientele. 6. The guidelines and instructions mentioned in the information brochure
and application form are not exhaustive. Any changes in the policy and
procedure made by the department from time to time will also be binding on the
suppliers.
7. Lastly, the department would like to extend a warm invitation to the
prospective suppliers to join hands with CSD to promote healthy and prosperous
trade links of a long lasting nature wherein both the department and the supplier
could be proud of and achieve results, towards betterment of their own cherished
goals. Once again wishing you good luck and God speed.
★ ★ ★
30
GOVERNMENT OF INDIA MINISTRY OF DEFENCE
CANTEEN STORES DEPARTMENT “ADELPHI”, 119 M.K.ROAD, MUMBAI-400 020.
Website : www.csdindia.gov.in
( WITHIN 30 DAYS FROM THE DATE OF ONLINE SUBMISSION )
FORM OF APPLICATION FOR USE BY FIRMS FOR ENLISTMENT OF
THEIR ITEMS IN CSD INVENTORY RANGE
IMPORTANT INSTRUCTIONS FOR FILLING ONLINE FORM;
1. This form shall not be valid for product(s) which are covered under
moratorium at the time of submission of this application form.
2. Complete and definite answers to the questions must be given.
Incomplete and/or incorrect replies are liable to render the item for rejection and the firm for black listing.
3. Application form complete in all respect with the authenticated supporting
documents must be submitted either in person or by Registered post so as
to reach AGM (Secy)/Manager (Secy) within 30 days on submission of
online application. Incomplete forms will not be accepted and
returned to prospective suppliers intimating discrepancies for re-
submission/acceptance within the stipulated period. Submission of
incorrect data would render the item for rejection and firm for black
listing. Application pended for more than one year from the date of
payment of the application fee due to non-submission of all the
required documents correctly after intimation/notice from
department will be treated as closed and payment forfeited. No fresh
application for same products accepted for one year.
4. The Online Application Form can be submitted with the payment of
Rs.15000/- (Rupees fifteen thousand only) per SKU. For Enterprises/firms
owned by Ex-servicemen & Widow of Service Personnel, the Fee is
Rs.3000/- per SKU. Maximum 8 SKU per application is allowed. In
respect of AFD-I items no limit. The application fee is to be paid by
RTGC/ECS and the transaction slip with UTR number be attached with
the hard copy of application. The fee is neither refundable on any
account nor transferable. Payment of fee and receipt of the application
form does not in any way convey the approval of your product for effecting
supplies to CSD. Forms are available on CSD website
31
www.csdindia.gov.in in download format. The case will be processed only
after receipt of requisite application fee and all valid documents.
5. It may please be noted that one application of one generic group will be
considered in one PRELIMINARY SCREENING COMMITTEE MEETING.
6. Once rejected the firm should not apply for the same item atleast for one year
from the date of rejection. If rejected twice, the same item will not be considered
for introduction at all.
7. Your factory premises and documents enclosed alongwith your application
are liable for inspection by the CSD officials as and when required.
8. Firms offering processed fish & fish products, should enclose a valid
certification under MPEDA Act 1972 of The Marine Product Export
Development Authority (Ministry of Commerce & Industry), failing which
the APPLICATION FORM WILL BE TREATED AS INVALID.
9. In case for a particular question, the space in the application form is not sufficient, separate sheet of paper can be enclosed as Annexure. These annexures should be numbered and duly signed by the authorised signatory with stamp.
10. The items once applied will not be allowed to replace till finalization of the application.
11. Any form of canvassing for your product is liable to lead to rejection of your product as well as black-listing of the firm.
12. The decision of the CSD Management on the introduction of the product will be final. No correspondence/representation on the subject will be entertained.
APPLICATION FEES
Fee structure applicable towards application for introduction at two stages are
mentioned below. Please make the payment accordingly :
* Startup / MSM Enterprises claiming fee concession as above should furnish relevant certificate / proof of their status, failing which fees as per Col (3) will be applicable to them.
STAGE - I (AT THE TIME OF APPLICATION)
LIST OF DOCUMENTS MANDATORY FOR GENERAL ITEMS, LIQUOR & AFD-II PRODUCTS APPLIED FOR INTRODUCTION IN CSD INVENTORY AT STAGE-I :
1. Supporting document related to type of Business i.e. if Sole Proprietor Ship / Partnership / Private Limited Company / Public Limited Company / Any Other – please specify.
2. Valid Factory License under Factory Act 1948.
3. Latest Test Report in respect of each item from Govt. / Govt. recognised laboratory / NABL
Accredited Labs.
4. FSSAI Certificate for food products.
5. Market Share in percentage of each offered products at the All India Level alongwith
certificate from any reputed Market Research Agency.
6. Valid GS1 Certified Barcodes of the offered Products.
7. If outsourced, manufacturing agreement and manufacturing Trade Invoice of the applied
products.
8. TDS for each products.
a) For all items as per Appendix ‘B’.
b) For Hoseiry Products – Appendix ‘B’ & ‘C’ (Both are required).
9. In case of Hosiery and Textile items submit original cloth certificate in regard to
reed/pick/count/weight from government recognised Laboratories/Institute.
10. Balance Sheet with Profit and Loss A/c for the last three financial yeas duly certified by
Chartered Accountant (Not for existing firms).
11. Latest Income Tax and clearance Certificate Duly attested by a recognized Chartered
Accountant.
32
Fees applicable for Ex-Servicemen
Fees applicable to MSME / Start-up Companies
Fees application for other companies
(1) (2) (3)
Stage I Rs. 2000/- per SKU Rs. 3000/- per SKU Rs. 15,000/- per SKU
Stage II Rs. 3000/- per SKU Rs. 5000/- per SKU Rs. 15,000/- per SKU
12. Details of Distribution Network of offered products covering all regions where CSD depots
are located in the country.
a) Addresses of your warehouses in India.
b) Addresses of your C&F Agents in India.
c) Addresses of your major distributors/wholesalers in India.
13. Annual first point sale of each offered products separately in Rupee value (in Lakhs) and in quantity in terms of cases (numbers) alongwith Company Annual Turnover for preceding three years in India (excluding exports) duly certified by Chartered Accountant.
14. If the item(s) is imported, submit : i) Name & address of Princ\ipal Importer ii) Bill of lading iii) Bill of Entry iv) Commercial invoices with landed price in rupees. v) Warehouse address and ownership documents or certificate agreement copy of hired Warehouse
15. Valid Brand Registration Certificate of Trade Mark Registry . If applied for registration of
Trade Mark, Submit Certificate on Rs 100/- Non-Judicial Stamp Paper.
16. Atleast five Label registration alongwith original copies of valid lablels of states which are
presently used for civil trade.
17. Atleast five copies of valid labels which are presently used for civil trade.
18. Production capacity of the distillery in bulk litres duly certified by Excise authorities
19. Copies of labels & label registration with the excise authorities of offered liquor items in r/o
states for which Ex Distillery price are quoted.
20. Quantity being manufactured and supplied to the civil trade yearwise in the offered pack
size during the last two financial years (April-March).
(This information duly authenticated by the concerned Excise authorities in original must be
attached failing which the application will be treated as incomplete).
21. IMFL/Rum/Beer/Wine items having sale in civil market for quantity sold in cases per year
duly supported by Excise Duty paid and certified by respective Excise authorities in respect
of offered items for last two years.
33
STAGE - II (AFTER SHORLISTING OF ITEMS)
LIST OF DOCUMENTS MANDATORY FOR GENERAL ITEMS, LIQUOR &
AFD-II PRODUCTS APPLIED FOR INTRODUCTION IN CSD INVENTORY AT
STAGE-II:
1. Product pricing (Applicable for price revision also). Information to be furnished as per Appendix 'A' duly certified by Chartered Accountant. Details of cost should match with first point trade invoice in respect of the state where the lowest trade price for the product is offered. In case of Brand owner, details of transfer price be provided showing other components of pricing.
2. Details of quality control measure being taken at each of these manufacturing premises (Write up in max 2 pages).
3. Latest test report in respect of each item from Govt./Govt.recognised laboratory/FSSAI approved/NABL Accredited Labs.
4. If existing supplier to CSD, furnish the details in the following format :
Index No. Nomenc-lature
Date of introduction in CSD
% age of initial discount given to CSD
Item wise turnover for 3 years in CSD
5. Complete postal address and telephone numbers of five major retailers for each of the offered products in metro cities.
6. Details of item(s) being sold through the agencies like Apna Bazar, Co-operative Societies, Super Bazar, Govt.Agencies or through large retail chains such as Malls/ Metro including rates thereof and also attach copies of current cash memo.
7. IGST/SGST Registration Certificate / ISI/Agmark/FPO/FSSAI Registration No.(Mandatory in respect of Electrical appliances consuming power i.e. Iron, Immersion Rod, Heater, Oven kettle etc. and Liquor/Food products) alongwith copy of the registration certificate. Details of relevant latest ISI/BIS/any other specification & parameters thereof should be attached.
8. Copy of manufacturer's invoice to wholesalers / distributors i.e First Point Trade Invoice of all the states.
9. Attach one foolscap paper write-up about your firm and each products alongwith product leaflets.
10. If the products are BIO, specify quantity produced and sold world over in the last three years. Also provide a copy of your agreement with the brand owners permitting you to bottle and sell the branded product in India.
11. Certificate from the Excise authorities to the effect that the Rum is matured for the number of years as mentioned in your application (for Matured Rum only).
12. Clearance certificate from Pollution Control Board.
13. Details of Alcoholic Litre, Proof Litre, Bulk Litre and source of supply to all CSD Area Depots.
34
LIST OF DOCUMENTS MANDATORY FOR INTRODUCTION OF AGAINST
FIRM DEMAND - I ITEMS IN CSD INVENTORY
1. Partnership deed / Article of association & Memorandum/By-laws (wherever applicable) – not mandatory for already listed suppliers. (Not applicable for existing supplier of CSD).
2. Balance Sheet with Profit and Loss A/c for the last three financial years duly certified by Chartered Accountant. (Not applicable for existing supplier)
3. Latest Income Tax and Sale Tax clearing certificate attested by chartered Accountant (as applicable).
4. Technical Data Specification required to be submitted separately, only for white goods as per Appendix 'B' . (Please enclose copies of authenticated documents in support of information furnished herein).
5. Annual first point sale of each offered products separately in Rupee value (in Lakhs) and in quantity in terms of numbers for preceding three years in India (excluding exports) duly certified by Chartered Accountant.
6. Documentary proof of MRP (For white goods).
7. Submit statewise price structure.
8. Addresses of authorised dealer network covering all CSD Area depots all over India.
9. After sales service outlet with address, Contact person & phone numbers all over the country.
10. Technical literature in octuplicate (eight copies).
11. If the item(s) is/are imported, bill of lading, Bill of entry and relevant commercial invoice and landed price in rupees and agreement with the Principal manufacturer.
12. Undertaking on Rs.100/- non-judicial stamp paper duly signed by Notary Public or First Class Magistrate, as per Appendix `D'.
13. If on the contract list of DGS&D or included in the GeM give details with rate at which each of the product is being supplied.
14. Other than 2/4 wheeler valid brand registration certificate is required to submit.
35